Part One: Salutatio
The Greeting, Salutation or the part of the letter which lets the recipient knows to who it is addressed and from whom it is. The Salutation contains the names of both parties. Among equals, or from an inferior to a superior (or to show extra respect), the recipient should be mentioned first. From a superior to an inferior, put the sender’s name first.
General rule: the highest rank receives the most politeness and therefore goes first.
Feel free to add flattering epithets to their name, and suitably humble ones to your own. Refer to the recipient’s rank or office, to their superior skills and personal attributes, or to their relationship to you.
Part Two: Captatio Venevolentiae:
This is the part in which the addressee puts the recipient in a good frame of mind toward the sender by sending good thoughts toward the health and wealth of the recipient and that of his family. Here is another chance to prepare the reader to look kindly upon you and the substance of your letter. This is also a good chance to let the recipient know of the support in any endeavor on the field at any moment.
Emphasize your own humility, praise the recipient, mention your achievements on their behalf or your worthy motivation. Say how important the letter is, how weighty its matter. The first sections of a letter are vital in securing the reader’s interest in your topic. They are not for talking business.
Part Three: Narratio
This part is the Narration and explains the circumstances of the sender. Telling the recipient of the general news and happenings of those in the area, and what gossip there may be and the deaths that may have happened in the timeline of the writing.
Put here a clear and concise narration of the matter. State your request, announcement, whatever. This is less important than the previous sections, despite the fact that this is the reason for the letter. The question can only be poseed after you have secured the positive interest and goodwill of the recipient. Original impressions count. If you haven’t been sufficiently well-mannered by now, you won’t get anywhere.
Part Four: Petitio
In this part the recipient is finally given the true reason of the letter, with the request and all pertinent information with which to give judgment, this can be omitted if the letter is not requesting any favors. This is where you can offer prayers, advice, threats if necessary. Put in a reproving (and improving) example, or a stern admonishment for bad behavior. If you have written a pleading letter, this is an excellent place for even more fulsome praise of the reader’s generosity.
Part Five: Conclusio
And finally the part of the letter that brings all the above together tied neatly and goodbyes and more well-wishing are expressed. Don’t repeat the subject matter. Salute the recipient again if you wish. You may also wish to ‘affirm’ – state your loyalty, write about the pleasant effects to result from their compliance with your desire (i.e.: “Believe me, your most loyal servant and humble petitioner while I live.”). Alternatively, you may wish to ‘deny’ – state the evil consequences of ignoring your request (i.e.: “If you fail in this, you will surely lose our alliance”).
Part Six: Signatures and Dates
The signatures and the dates are required to give the letter its authenticity. If the author of the letter will not sign it, then the letter could be considered a forgery by many and would have been a cause for jailing the delivery boy or causing a war.
The Signature goes at the end of the letter, whilst the Dates are penned up at the top of the page with where the writer was in residence alongside it.